Working with Attachments
You view a list of files and upload or download documents associated with a transaction or record, such as a permit, planning application, case, business license, or contractor license on the Attachments page.
Attachments provide supporting documentation needed by agency staff when processing transactions or managing records. See the section "Security Details for Working with Attachments" for information about setting up security for agency staff, applicants, and contacts with application access to manage attachments.
You can manage attachments associated with a transaction on different pages in Oracle Public Sector Licensing and Permitting. Here’s a look at some of the areas that include attachment functionality:
The Attachments page in the transaction or record detail pages, including pages for permits, planning applications, cases, business licenses, and contractor licenses.
The Workflow page in the transaction detail pages.
Inspection Detail and Checklist pages in Oracle Inspector.
New Violation and Inspection pages in Oracle Municipal Code Officer.
Recipients of transaction communications containing web forms can upload files when requested. You can also manage documents as part of the plan review process.
These are all sources of attachments that you’ll find associated with a transaction on the Attachments page.
For more information about managing attachments for a workflow task, see Using Workflow.
For more information about Oracle Inspector, see Overview of Mobile Oracle Inspector for Permits.
For more information about Oracle Municipal Code Officer, see Overview of Mobile Oracle Municipal Code Officer.
For more information about managing attachments associated with a contractor license, see Managing Contractor License Details.
Security Details for Working with Attachments
This section describes important security roles, requirements, or considerations specific to working with attachments.
Primary Role |
Access Description |
Associated Job Roles and Abstract Roles |
---|---|---|
PSC Registered Public User |
Add and update attachments to submitted permits till they are not closed. View all attachments on applications for which the user is the applicant. |
PSC Registered Public User |
PSC Agency Permits Inquiry |
View permit attachments. |
PSC Agency Staff – All agency users |
PSC Permits Attachments User |
Add attachments to permits. Update and delete attachments added by themselves. |
PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician |
PSC Add Permit Attachments |
Add permit attachments. |
PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC System Administrator PSC Permit Technician |
PSC Update Permit Attachments that were added by others and self |
Update permit attachments that were added by others and by themselves. |
PSC System Administrator |
PSC Update Permit Attachments that were added by self |
Update permit attachments that were added by themselves. |
PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician |
PSC Delete Permit Attachments that were added by others and self |
Delete permit attachments that were added by others and by themselves. |
PSC System Administrator |
PSC Delete Permit Attachments that were added by self |
Delete permit attachments that were added by themselves. |
PSC Inspections Supervisor PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Chief Building Officer PSC Cashier PSC Building Inspector PSC Apply Permit Duty PSC System Administrator PSC Principal Planner PSC Planning Coordinator PSC Plan Reviewer PSC Permits Supervisor PSC Permit Technician |
Primary Role |
Access Description |
Associated Job Roles and Abstract Roles |
---|---|---|
PSC Registered Public User |
Add and update attachments to submitted planning applications till they are not closed. View all attachments on applications for which the user is the applicant. |
PSC Registered Public User |
PSC Agency Planning and Zoning Inquiry |
View planning and zoning attachments. |
PSC Agency Staff – All agency users |
PSC Add Planning and Zoning Attachments |
Add planning and zoning attachments. |
PSC Planning Application Management with Elevated Access PSC Planning Attachments User Duty PSC System Administrator PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer |
PSC Update Planning and Zoning Attachments Added by Others and Self |
Update planning and zoning attachments added by others and by themselves. |
PSC System Administrator |
PSC Update Planning and Zoning Attachments Added by Self |
Update planning and zoning attachments added by themselves. |
PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer |
PSC Delete Planning and Zoning Attachments Added by Others and Self |
Delete planning and zoning attachments added by others and by themselves. |
PSC System Administrator |
PSC Delete Planning and Zoning Attachments Added by Self |
Delete planning and zoning attachments added by themselves. |
PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer |
PSC Delete Planning and Zoning Attachments Added by Self |
Delete planning and zoning attachments added by themselves. |
PSC Planning Attachments User Duty PSC Apply Planning and Zoning Duty PSC Zoning Administrator PSC Planning Assistant PSC Associate Planner PSC Geographical Information System Administrator PSC Finance Administrator PSC Economic Development Officer PSC Cashier PSC Principal Planner PSC Plan Reviewer |
For more information on creating roles for Public Sector Licensing and Permits, see Creating Custom Roles for Public Sector Licensing and Permitting.
For more information on all the predefined security data such as abstract roles, job roles, privileges and so on, see the Security Reference for Oracle Public Sector Licensing and Permitting.
Viewing Attachments
To view a list of attachments:
Access the detail page for the transaction where you want to view attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
On the Attachment page, view the list of attachments.
Note: The page elements may vary on the Attachments page depending on the type of transaction or record.For permits, the attachments are displayed on two tabs. The Permits tab displays attachments added through the Attachments page. The All tab displays attachments added from all sources, including the Attachments page, the Workflow page, Oracle Inspector, plan reviews, and web form responses.
Elements on the Attachments page.
Page Element
Description
File Name
View the following information in the Filename field:
Icon indicating the file type
Filename with file type extension
File Size
Description
View the description of the attachment as entered by the person who added the attachment.
Source
View the source of the attached file. Valid values are:
Permits
Inspection
Workflow
Plan Reviews
Attachments that are added to electronic plan reviews have their source changed from Permits to Plan Reviews.
For example, attachments added through Oracle Inspector display Inspection in this field.
Attachments added to web form questionnaire responses display Permits in this field.
Note: This column appears only on the All tab for permits.Uploaded By
View the name of the person who uploaded the file along with the date and time that the person uploaded the file.
Category and Subcategory
View the document category for the attachment.
The category and subcategory are available when a document group is specified during setup for the transaction type or in the contractor license options.
Note: This field in not available for case and business license attachments.Actions
Click the actions icon to select and perform an action:
View Details
Download
Delete
Note: For permits, the Deleteaction appears only on the Permits tab. Additionally, the security associated with your user ID may limit which actions are available to you.Click the Sort By to view attachments grouped by these fields: file name, file size, uploaded by, uploaded on, description, category, and subcategory.
To find a specific attachment, you can enter values in the search field.
Adding Attachments
You upload files to the Attachments page using the Add Attachments page. For permits, you use the Permits tab of the Attachments page.
To add attachments:
Access the detail page for the transaction where you want to add attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Add icon.
Note: For permits, this icon appears only on the Permits tab.Select the file to upload in the browser dialog box and click Open.
The file name appears on the Add Attachments page.
On the Add Attachments page, optionally enter a description of the file.
If the Category and Subcategory fields appear on the Add Attachment page, optionally select a document category and subcategory.
These fields appear if the transaction type is associated with a document group. The document group defines the available values in these fields.
For more information, see the implementation documentation for Setting Up Document Categories and Subcategories.
Note: The document group for a transaction is based on the document group that was defined for the transaction type at the time the transaction is saved.Note: Document category and subcategory are not applicable to case attachments.Click the Upload button.
The Add Attachment window closes, and the newly uploaded attachment appears on the Attachments page.
Viewing Attachment Details
To view document details on the Attachments details page:
Access the detail page for the transaction where you want to view attachment details.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document that you want to view.
Select View Details to open the document details page.
The details on this page include the information from the Attachments page and information about the file size and the person who last updated the document information.
Editable fields include the description and, if available, the document category and subcategory. For contractor licenses, you can update the referenced person in the Assigned To field.
Downloading Attachments
There are multiple ways to download attachments.
To download selected attachments from the Attachments page:
Access the detail page for the transaction where you want to delete attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Select Multiple icon above the grid.
Select one or more documents to download.
Click the Download icon.
To download a single attachment from the Attachments page:
Access the detail page for the transaction where you want to download attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document you want to download.
Select Download and save to the location of your choice.
Deleting Attachments
There are multiple ways to delete attachments. The security associated with your user ID determines whether you can delete attachments.
To delete selected attachments from the Attachments page:
Access the detail page for the transaction where you want to delete attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
Click the Select Multiple icon above the grid.
Select one or more documents to delete.
Click the Delete icon.
To delete a single attachments from the Attachments page:
Access the detail page for the transaction where you want to delete attachments.
Click the Attachments link in the left panel to view the Attachments page.
You may need to expand the section that includes the Attachments link.
In the attachments grid, click the Action icon for the document you want to delete.
Select Delete from the action menu.